Privacy & Confidentiality Policy

Introduction

Welcome to the Privacy & Confidentiality Policy for Chroma Canvas Studios LLC ("Chroma Canvas", "we", "us", "our"). We are fundamentally committed to protecting the privacy of our clients and the confidentiality of the projects created within our spaces. This policy outlines how we collect, use, protect, and handle your personal and project-related data when you book our studios, rent our equipment, use our website, or interact with our services. Your trust is the foundation of our business, and we take our responsibility to protect your data with the utmost seriousness.

Information We Collect

To provide a professional studio rental experience and manage your bookings, we may collect and process the following information:

• Client & Contact Details: Your full name, company name, email address, phone number, and billing address. For all primary contacts on a booking, this information is essential for communication and invoicing.
• Booking & Rental History: Details of your past and future bookings, including which studio was rented (e.g., The Cyc Infinity, The Daylight Loft), dates of rental, specific equipment rented, and any feedback you've provided to enhance future experiences.
• Payment Information: Your payment details are processed securely by our certified third-party payment gateways (e.g., Stripe, PayPal) to handle deposits, final payments, and any equipment rental fees. We do not store your full credit card details on our servers.
• Production & Logistical Information: Data required to facilitate your shoot, such as crew size, specific power requirements, Certificate of Insurance (COI) details, and any pre-lighting or setup instructions you provide.
• Inquiry & Consultation Details: Information you provide during your initial inquiry and booking process, including project type (e.g., fashion, product, video), technical requirements, and specific preferences that allow us to recommend the best studio and gear package.
• Agency & Corporate Partner Details: Information related to professional agency or production company accounts, including company details, producer contact information, and billing preferences for streamlined, professional collaboration.
• Technical Data: Your IP address, browser type, and operating system when you visit our website, collected for security analytics, performance monitoring, and to prevent fraudulent activity.
• Website Usage Analytics: Anonymized data collected via cookies and similar technologies to improve our website's functionality, booking interface, and the relevance of our studio and equipment information.
• Post-Rental Feedback & Marketing Content: Testimonials, reviews, and feedback provided through post-rental surveys. We may also request to feature images or behind-the-scenes content from your shoot for our marketing purposes, which will only ever be used with your explicit, written consent for each specific use case.

How We Use Your Information

Your data is essential for us to perform the following professional functions:

• To manage and confirm your studio booking, which includes reserving the space, preparing the equipment, and ensuring all your technical requirements are met upon arrival.
• To manage your client profile, providing easy access to your booking history and simplifying the process for future rentals with us.
• To improve our studio facilities, update our equipment offerings, and enhance our website's features based on client interactions, gear requests, and feedback.
• To communicate with you regarding booking quotes, confirmations, payment reminders, pre-shoot information, and (with your explicit consent) newsletters about new equipment, studio upgrades, or special offers.
• To provide expert support before your shoot and deliver professional, on-demand assistance from our studio manager during your rental period.
• To prevent fraudulent bookings and ensure the security of our clients, our staff, and our facilities.
• To comply with all applicable legal, financial, and insurance-related record-keeping obligations.

Data Security & Project Confidentiality

We implement rigorous, multi-layered security measures to protect all client data and project information. This includes end-to-end SSL/TLS encryption for all data transmitted via our website, secure cloud infrastructure for booking records, and strictly limited, role-based internal access to sensitive client and project information. All personal and project-related details are treated with absolute confidentiality and protected by robust technical and procedural safeguards. We are accustomed to working under Non-Disclosure Agreements (NDAs) and are committed to being a secure partner for your most sensitive projects.

Data Sharing

To facilitate a successful production, we may need to share necessary information with essential, trusted service providers. This is strictly limited to what is required to perform a requested service. Examples include sharing your company name and contact details with a third-party equipment rental house for a sub-rental you have requested, or with a freelance digital tech or assistant that we are sourcing on your behalf. These partners operate under their own professional obligations and are only provided with the information essential to their specific function. We may be required to disclose certain data to law enforcement or insurance providers if compelled by law or in relation to a claim. We will never sell your personal data to third-party marketers.

Your Rights

As a client of Chroma Canvas Studios, you have the right to:

• Request access to the personal data and booking history we hold about you.
• Update or correct your personal or company information at any time by contacting our studio manager.
• Opt out of promotional marketing communications by using the "unsubscribe" link provided in every email newsletter.
• Request the deletion of your personal data, subject to our legal and financial obligations to maintain certain records for a specific period (e.g., for tax and insurance purposes).
• Request the modification or removal of any studio reviews or testimonials you have submitted.
• Manage your cookie preferences through your web browser's settings or our website's cookie consent banner.
• Continue to receive essential service-related communications (such as booking confirmations and payment receipts) even if you opt out of marketing emails.

Changes to Our Policy

We may update this Privacy & Confidentiality Policy from time to time to reflect changes in our business practices or for other operational, legal, or regulatory reasons. Any significant revisions will be communicated to our clients with active or recent bookings via email or a prominent notification on our website. The "Last Updated" date at the top of this policy will always reflect the latest version. Your continued use of our services after such changes constitutes your acceptance of the new policy.